How do I mark a bill as paid if I paid it outside Cleo Pay?

If you paid a bill by check, wire, cash or some other way outside Cleo Pay, open the bill and choose Mark as Paid Manually. Pick the payment method, add a description or proof of payment if you want, and click Mark as Paid. The bill moves to Paid. No money moves through Cleo Pay.

Before you start

• The bill has to be Awaiting Payment. If it's still Awaiting Approval, it needs to be approved first. See How bill approvals work.
• You can't mark a bill paid while a Cleo Pay payment for it is on the way, scheduled or held.
• You need permission to pay bills. Admins always have it. If your approval workflow has a payment step, you need to be on that step.
• If your account requires categories, every line needs one first. The bill tells you what's missing.

How to mark a bill paid

1. Click Pay in the sidebar and open the bill. You can also use the row's menu in the list.
2. Click Mark as Paid Manually.
3. Under Payment Method, choose how you paid: Cash, Check, Credit Card, Venmo, Wire Transfer or Zelle. This is optional.
4. Add a Description (optional), like the check number or a wire confirmation. Up to 500 characters.
5. Under Proof of Payment (optional), upload receipts or bank statements. You can add up to 5 files, 5MB each, as PDF, JPEG or PNG.
6. Click Mark as Paid.

You'll see "Invoice marked as paid".

What it records

• The bill's status changes to Paid.
• A completed payment is saved on the bill with the method and description you entered. Cleo Pay doesn't send any money.
• Any files you uploaded are saved on the bill as proof of payment.
• The activity log shows "Marked as paid" with your name.
• Cleo Pay emails the vendor that the invoice was marked as paid.

There's no button to undo it, so check the bill before you confirm.

QuickBooks

If QuickBooks Online is connected and Auto-create bill payments is on, Cleo Pay records a bill payment in QuickBooks for it, the same as for a payment sent through Cleo Pay. If that setting is off, nothing is sent to QuickBooks. See How to connect QuickBooks Online to Cleo Pay.

If it doesn't work

If you don't see Mark as Paid Manually, check that the bill is Awaiting Payment and nothing is already on its way. If you marked the wrong bill, or you still can't do it, email support@cleo-pay.com with the vendor name, the invoice number and the amount.